Procurement Manager (m/f)

Description

• The Procurement Manager working under direct supervision of the Country Representative will be responsible for providing leadership, technical support, supervision, and guidance to the procurement team. He/She will play a key role in ensuring that the PSI procurement team has the required tools, processes, and talent to meet their objectives of ensuring all teams across the organization have the materials required to do their work. With an eye towards efficiency, the Procurement Manager will continuously seek to streamline processes and identify opportunities to add value to a culture of high performance. He/she is the custodian of procurement processes to ensure PSI is compliant with donor and PSI global standards

Duties

Autonomous team management & Organizational Development

• Independently Manage a team of buyers and administrative staff specifically focusing on:
• Autonomous decision-making using PSI’s internal policies and procedures as guides
• Confidence to address issues or concerns quickly, then escalate to the appropriate senior manager when necessary
• Ensure consistent and timely communication within the procurement team and throughout the PSI/Mozambique offices including provinces through:
• Responsive to requests via email, phone or in person
• Oriented towards sharing procurement related information as needed and facilitating understanding across PSI/Mozambique
• Proactively identify information gaps and resolve questions/issues
• Aggressively pursue procurement team’s operational improvements:
• Identify issues, propose solutions, and move solutions forward in collaboration with direct supervisor
• Design and oversee training programs to continuously improve individual and team capacity to take on additional responsibility
• Propose then implement solutions to any audit findings or internal recommendations
• Ensure the management, motivation, training and performance evaluation of the central Procurement team
• Supervise Maputo office team members
• Guide and support Provincial procurement team members
• Set staff performance objectives and evaluate performance twice annually

Leadership Role

• Be a thought partner for the Senior Management team and especially for the Country Representative
• Guide, collaborate, advise, and recommend action or changes without prompting, as needed
• Provide direction and leadership for organizational change and development processes with a particular focus on ensuring our procurement processes support the program teams while protecting PSI
• Setting department objectives in a collaborative way with the procurement team, monitoring challenges and moving them forward in line with policy and procedures
• Identify acquisition priorities and keep up to date on the availability of products and services on the market, including possible alternative options

Procurement Reporting and Policies

• Support the monthly close of QBE as it relates to open POs and as requested by the finance team, on time 12 months a year as a regular, fixed priority
• Establish and/or refine and disseminate policies, systems, and practices for effective procurement management
• Ensure the existence of preferential suppliers for various products and services through competitive selection
• Ensure correct maintenance of records and archives related to the procurement team; files should be organized and up to date
• Liaise with PSI/W for any procurement over $100k at all required stages and proactively collaborate when needed

Technical Support

• Participate in bid evaluations as needed and for any high value or irregular procurement
• Resolve any conflicts that result from failures and / or damages arising from the process of supplying products and services, ensuring the timely adoption of corrective measures in coordination with suppliers
• Annually assess suppliers in the database of preferred suppliers, in terms of prices, quality and other performance indicators, then archive results
• Coordinate periodic meetings with internal customers to assess and monitor the efficiency / effectiveness of products and services through a joint review of quarterly Procurement plans
• Recommend specific changes in plans to accommodate urgent requirements and / or acquisitions
• Whenever necessary, ensure that samples of alternative products are obtained and their subsequent submission to internal customers for appreciation/approval

Port Clearance

• Facilitate the timely execution of customs clearance processes at the level of ports and borders through coordination with forwarding agents, importers of pharmaceutical and hospital products
• Review and approval of costs related to the import of goods in accordance with the customs legislation in force in Mozambique, without prejudice to delays and extra costs of holding cargo and containers for PSI
• Support and recommend the programmatic and technical departments in the matter of importing pharmaceutical and hospital products according to the legislation in force in Mozambique

Audit, Legal and Compliance

• Support preparation and successful conclusion of internal and external auditing activities in collaboration with the Finance Director, SMT and PSI/W Interpret the specifications of products, equipment, materials and other goods or services, ensuring the correct negotiation of the terms and conditions of purchase
• Ensure the compliance of prices and other details contained in quotations before approval of purchase orders or contracts by reviewing all supporting documents of the respective process
• Review and test controls to ensure PSI systems are compliant with PSI Global policies, donor requirements, as well as Mozambican laws
• Ensure PSI/Mozambique’s contracts for goods and services protect PSI, reflect the offer received and are in line with local Mozambiquan law

Requisites

• Seven or more years of minimum experience in procurement of goods and services, preferably consolidated in NGOs or other private institutions
• Five or more years of direct supervisory experience preferably on a senior management team
• Demonstrated capacity in team management and independent decision making
• Solid knowledge of supply chain management in general and with specificities in the context of local and international supply, import customs clearance
• Deep knowledge of the national and international market, especially regarding the procurement of health goods and services
• Strong ability to negotiate terms, conditions, and pricing with vendors with the goal of ensuring PSI’s best interests are protected and value for money is demonstrated in procurement
• Experience in managing public tenders, as well as familiarization with international donor policies and procedures
• Predisposition and ability to prioritize in order to multi- task
• Ability to exercise considerable good judgment when working with staff, vendors, and partners
• Approachable personality, capacity for analysis, organization, and negotiation
• Excellent ability to coordinate
• Ability to work in English is beneficial

Notes

• Only shortlisted applicants will be contacted
• The ideal candidate must be able to drive change and innovations, develop others, understand donor and development perspective, communicate, share information widely, and act with a long-term perspective